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The Comprehensive Meeting Guide
Meeting Venues:
Choosing a Meeting Venue
Booking Conference Facilities
Special Considerations for      Venues
Meeting Room Checklist
Meeting Venues in the UK
Meeting Venues in the US
Meeting Venues in Europe
Meeting Venues in the Middle East - Meetings and Conference Venues

  Useful Information

Budgeting for a Meeting

The choice of venue is only one of the costs associated with a meeting. Depending on the nature of the meeting and how many are attending, the venue may or may not be the largest cost.

Working Within a Budget

  • First of all you need to set the budget. To do this the team organising the meeting should:
  • Identify the costs (some possible costs are outlined below).
  • Obtain realistic estimates.
  • Agree on the importance of each cost.
  • Add a figure for indirect and unexpected costs (they always come up).
  • Agree a maximum spend for each cost.

  • Next comes cost control:
  • Inform the meeting team of the cost constraints at the beginning of the planning phase.
  • Closely monitor the actual expenses against the planned expenditure and review the differences.
  • Inform those responsible of potential overspending, preferably before it becomes too much.
  • Revise budget to prevent future overspending.

  • After the meeting review the budget set against the expenditure:
  • Identify reasons for any overspending.
  • Justify the overspending.
  • Evaluate the cost effectiveness of the meeting.
  • Discuss ways to make the next meeting budget more realistic.
  • Discuss ways to make the next meeting more cost effective.

  • Costs to Include in the Meeting Budget:
    Events, entertainment, recreational activities
    Equipment hire/purchase
    Hand outs, promotional gifts
    Speaker, entertainer fees
    Publicity materials, brochures, flyers
    Indirect costs

    Further Information:


    Event-Photos is the UK's leading corporate and social event photography service provider with 44 teams nationwide. As well as providing a professional photographic service second to none. From purpose built mobile studio's each team has the ability to print up to 900 prints per hour in a range of sizes from 6"x 4" to 12"x 8", indoors or outdoors, Event-Photos are your perfect partner for events of any size from 50 guests to 50,000! For more information call 0800 5300175 or visit

    Shaun Scott Photography will professionally capture your event. Services include studio portraits, awards, speeches, groups, branding, on-site printing, digital files, as well as online gallery facilities. Fun friendly photographers and assistants will provide a professional service for your requirements. Contact Shaun Scott on 01353 615275 or via email

    Treasure Hunt and Team Building Events in London - Action Treasure Hunts provide a great way to enhance Staff motivation and team building. Staging Fantastic Treasure hunt and away days throughout the United Kingdom and creating a fun day out for all.

    Drumculture uses music and a wide variety of arts-based tools for the provision of corporate events and interactive workshops. Whether you are looking for leadership training, a team building event, a conference ice-breaker, a motivational event tool or an innovative way that you can train your teams with corporate social responsibility in mind, contact Drumculture.

    Hector's Haus - Beautiful boutique dome marquees for hire for very special occasions and impressive events.

    Team Building and Events UK Orange Tree Events Ltd provide corporate team building, raft building and sailing events in the UK. The company specialises in organising customised corporate events to suit your specification whether it be for staff development, team building, fun days or client entertainment. Operating in the South of England, Orange Tree Events have experience with many different corporate events on land, water and in numerous indoor venues.

    Club Class Bus is a spectacular Volvo double decker bus which is well cut for event hire and the funky interiors have all the latest features to make your party on wheels a truly exciting experience. From night club music systems to disco lights and large 53 inch flat screens, The Club Class Bus is suited for stag and hen parties, corporate hires or birthday parties.

    Sandstone provide learning-capable, scalable, inclusive team building activities and corporate away days. Offering activities that are enjoyable and focus on real team improvement, Sandstone can handle any group size from 3 to 3,000 people. There's something for every participant and nothing is compulsory. Sandstone's options can cope with just about any group size in any location nationally or internationally. Indoor and outdoor elements are included to suit the group, the location and the weather on the day!

    When organising the meeting breaker event, you need to find something stimulating that can be done at the venue. The short budget price team building activities offered by Credit Crunch Events are perfect as they will help keep your costs down but refresh the meeting delegates.

    London Wedding Toastmaster and Corporate Events Toastmaster - Young and very passionate professional wedding toastmaster and corporate events master of ceremonies, catering for all types of weddings and functions, some of which include Asian weddings, Jewish weddings, English weddings, conferences, awards ceremonies and more. Jonathan Waterman covers Essex, Herts, London, Northants, Buckinghamshire, Bedfordshire, Oxfordshire, Kent, Middlesex, Berkshire, Surrey, Sussex and more.

    LaserHub - Need to reward staff, get to know your customers or suppliers, help a charity or just liven up the team - a LaserHub event is the most cost effective way to do it. Their Oak Room is available to hire from just 7 per person per half day (3.5 hours). Tea, coffee, pastries and food can be provided on arrival, and adding a Laser game is a great way to break up your day and help your group to relax or bond. For more information call LaserHub on 01293 548000 or go to their website

    UK Chauffeurs - At UK Chauffeurs, they endeavour anticipate their customer's needs so as to provide the smoothest and most efficient transport options. UK Chauffeurs provide as range of high quality chauffeur services including transfers to and from airports, corporate events, business meetings and appointments, evening hire and the company can even arrange exclusive private jet and helicopter flight services.

    USA - Increase registrations and revenue with our highly effective Seminar Marketing programs. World-class consulting services - marketing, promoting, planning & copywriting for seminars, events, workshops, conferences.

    Audio Visual Equipment - provides unbiased listings of companies specialising in audio visual equipment, including sales and hire.

    Washington Deli is a corporate catering company that offers an office delivery service to the Washington area.

    Culinary Delight Catering is a Los Angeles based catering company that offers a range of delivery and corporate event services.

    No Worries Catering is one of the most highly recommended catering companies in the DFW area. The company offers a range of gourmet services for events which can be tailored to fit any budget.


    Conference Stay is the event, trade show and exhibition search engine, as well as a comprehensive hotel room reserving and business air travel booking service. Designed for conference planners, catering and conference directors, convention organizers, meetings and banquet managers, allows event organisers create attendee itineraries, book hotel rooms at group rates and reserve business flights.

    Business Meetings Malta will organise your conference, congress, business meeting, product launch, sports tournament or concert in Malta. With our unique expertise in the organisation of business meetings, events, incentives and conferences in Malta, we are offering the finest selection of quality hotels, restaurants and conference facilities.

    Motivational business speaker John Bell is recognised throughout the world as an authority on people behaviour. John works full-time as an author and a conference, seminar and convention presenter. In addition to motivating delegates, he teaches people how to harness the power of positive thought to succeed in both their personal and professional lives.

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